Posted by : Amanda Stein Friday, December 14, 2012
It's All In the Planning
Event management is, quite simply, all about the planning. You need to be able to do this effectively and in a timely manner. No matter what size your event is, you'll still need to get your thinking cap on way in advance, because event management dictates having to organise and pull together a multitude of elements.
Goals and Objectives
Planning an event means knowing what your goals and objectives are all about. Ask yourself why you need to hold the event in the first place. Is having an event the best way to achieve the goals and objectives, or could they be gained in another way? Who do you want to be involved in these goals and objectives? What sort of resources will be needed in order to achieve what you have set out to achieve? With so many things to think about, it's no wonder that this kind of project really does need to start way in advance.
Hosting a business event requires use of a venue, so this will be something else you'll need to consider. Many events are held in-house, for example, in a large enough meeting or conference room. But, other times, you might want to choose a venue and location more apt to what you want to achieve, or in an area central to where your delegates can meet. Once you've got your venue booked and sorted, it makes life a lot easier because you can start to plan around it.
As part of your event management responsibilities, you'd need to consider other aspects such as content of the event, which speakers you'd want to have, catering, accommodation, if required, marketing the event, equipment and resources needed, etc. With all these elements it's a case of having to pull them all together and multitask to organise the event. Keeping a diary is vital for any size of event, as you'll need to be aware of who you've contacted when, when you need to confirm arrangements, made payments, etc.
No matter what size your event is going to be, you'll need to stick to a budget. Carefully planning your spending and costs is vital to make sure you don't go beyond your financial means. Hosting the event has to be worthwhile to your organisation, so it's important that it also makes economic sense and the company will get returns from it.
When to Hire In the Pros
There's no reason why you shouldn't be able to attempt to manage your own event without the need of professional help, but there probably comes a point where you will need to weigh up the in-house resources and expertise you have, in comparison to the size and complexity of the event. Whatever the event and whoever organises it, the outcomes should be one of a slick, professional, well-managed operation, so bear this in mind if you feel you are taking on more than you can handle.
This post was written by James Harper on behalf of event management experts AMA Events.